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PA & Events Manager

  • Full Time
  • London, UK
  • Posted 2 months ago
  • 25,000-30,000
  • Closes September 23, 2019
  • Applications have closed.

NYO_GB National Youth Orchestra

We are looking for an experienced administrator to join our award-winning Development team.

NYO’s Development team works to deliver over 70% of the charity’s annual income. This exciting and varied role will provide vital administrative support to the Development Director, CEO and Chair as the organisation grows its Major Gifts programme. In addition, the postholder will deliver a range of events, including receptions for donors and other stakeholders at NYO’s concerts.

The successful candidate will have at least three years’ experience in administration, including demonstrable experience of providing PA support to a senior leader. Experience of working with major donors and/or influencers is desirable. Applicants must also be passionate about delivering events to an exceptional standard, with a keen eye for detail and strong interpersonal skills.

Purpose of the Role

This role provides administrative and organisational support to NYO’s award-winning Development function, especially in the areas of major gifts and events.

NYO’s Development team delivers over 70% of NYO’s annual income. Over the last few years it has expanded in personnel, technology and systems. The team is now in need of an experienced PA & Events Manager who will provide vital support to the Development Director, CEO and senior volunteers when necessary. The postholder will plan and think ahead, liaise with suppliers and venues and ensure that travel and meetings and events run smoothly. Reporting to and working closely with the Development Director, Chief Executive and Chair together on Development tasks.

The postholder will help navigate the technological, legal and cultural changes that the team is currently implementing. You will need to be administratively creative, positive, flexible, hardworking and efficient.

Report to:
Development Director

Key relationships: 
Development Director
Chief Executive & Artistic Director
Chair of Trustees and Board
Head of Trusts and Foundations

PRINCIPAL AREAS OF RESPONSIBILITY:

Major Donors: 

To provide organisational and administrative support to the Development Director around our major support programme, helping to arrange meetings with donors, prospects and influencers for NYO’s CEO, Chair and/or other board members.

  • To attend meetings where needed, making appropriate notes, ensuring that actions are followed up and properly logged on our database
  • To support the Development Director in writing, researching and preparing pitches, letters and reports for major donors.
  • To compile stewardship materials such as postcard books and coordinate and log stewardship activity against donors on our database.
  • To help maintain the Development Director’s diary, ensuring that regular team meetings, one-to-ones and other day-to-day activities happen and are planned.

Trusts and Foundations

  • To provide administrative support to our Head of Trusts and Foundations, ensuring that grants are logged on our database and helping update facts and figures for our trust applications.

Events and Concerts Tours

  • To manage NYO’s portfolio of Development events, including:
    • managing guest lists, invitations, tickets and seating plans
    • logging event attendees on our database
    • providing briefings on attendees for the board and senior staff
    • booking venues and catering and liaising with suppliers on all event logistics
    • managing venue and supplier contracts
    • managing event budgets and ensuring value for money is achieved in all aspects of event expenditure
  • To manage the ticket desk at our concerts being the first port of call for donors/VIPs and often the first person they meet at NYO
  • To book concert tour travel and accommodation for the team and the CEO.

Other administration and cross-organisational working

  • To provide general administrative support to the Development Team including handling enquiries, meeting guests, fixing and minuting meetings (including Board Meetings on occasion)
  • To undertake routine data entry and maintain the CRM database in line with GDPR and data protection policies
  • To attend NYO projects as required
  • Any other duties as reasonable requested by the Senior Management Team.

PERSON SPECIFICATION

Essential 

  • A strong desire to contribute to the ethos and culture of NYO
  • Positive flexible approach, able to be responsive and effective under pressure
  • A keen eye for detail and accuracy
  • Willingness and ability to work as part of a team
  • The ability to manage workload, take initiative, prioritise and meet deadlines
  • At least 3 years administration experience working in a small/ medium-sized organisation
  • Experience of providing PA support to senior leaders
  • Experience of organising and managing events on a range of scales
  • Experience of diary management
  • Experience using databases/CRM systems
  • Experience dealing with enquiries via telephone and email
  • Experience of minute-taking
  • Exceptional administrative skills and an ability to create affective processes
  • Excellent organisational skills and strong attention to detail
  • Excellent interpersonal and communication skills
  • Strong IT skills and experience of all Microsoft Office packages
  • Strong database skills

Desirable

  • A keen interest in and enthusiasm for music and/or the arts
  • Experience of working within a charity Development team
  • Experience of working with High Net Worth Individuals and/or influencers
  • Secretarial qualification

 

TERMS AND CONDITIONS

Salary: £25,000-£30,000 according to experience
Notice period: Two months
Probationary period: Six months
Holidays: 27 days plus statutory bank holidays
Place of work: 10 Great Turnstile, London, WC1 V7JU

Attendance on projects and events may be required, including occasional weekend and statutory holiday working.

The NYO office, residency and concert buildings are no smoking areas.

EQUAL OPPORTUNITIES
NYO strives to be an Equal Opportunities employer. The aim of this policy is to ensure that no job applicant, employee or participant receives less favourable treatment on the grounds of age, disability, gender/gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion or belief, sex or sexual orientation (the protected characteristics under the Equality Act 2010). individuals will be selected, promoted and treated on the basis of their relevant merits and abilities. All employers are required to comply with and actively promote this policy.

SAFEGUARDING
NYO is committed to safeguarding and protecting the children and young people that we work with. We have a range of policies and procedures in place and aim to be a sector leader in good safeguarding practice. All employees, contractors, trustees and volunteers are committed to practices that establish and maintain an environment in which the welfare of the young person is paramount; ensure that policies and procedures protect young people from harm, and that all concerns and allegations of abuse will be taken seriously and responded to appropriately.

APPLYING FOR THE ROLE
Please apply by letter with a fully updated CV, covering letter and completed equal opportunities form by 9am on Monday 23 September 2019 below.
First round interviews will take place in London on Tuesday 1 October.